Agency client onboarding: how to structure brief collection

Why client onboarding wastes so much time

In most agencies, collecting client assets means juggling emails, shared Drive links, and WhatsApp messages. Each channel has its own inbox, nobody knows for sure what has already been received, and following up means reopening a thread to figure out what is still missing. The result: hours lost on admin instead of billable work.

What to request on day one

A solid onboarding usually covers five categories of items:

• Visual identity: high-resolution logo, brand guidelines, fonts in use.
• Technical access: domain name, hosting provider, credentials your team needs.
• Content: approved copy, images, videos, or documents to integrate.
• Written brief: project goals, target audience, examples of what the client likes or wants to avoid.
• Approval contact: who on the client side signs off each step, and within what timeframe.

The real blocker: asking clients to create an account

Many collection tools require the client to create an account, choose a password, and remember a new platform for a project that may last only a few weeks. That friction drives some clients away — especially those less comfortable with digital tools. Effective onboarding should ask for the minimum effort on the client side.

An alternative: one magic link per project

That is the principle behind Briefetch: no account, no password on the client side. The agency sends a unique link per project; the client clicks, uploads files, and answers requests in minutes. The agency keeps a centralized view of what has been received and what is still missing, with automatic email reminders and a one-click WhatsApp button for manual follow-up. It is the idea behind an agency client portal: one space per project, not one more client account to manage.